Project 5
Please go through the slides titled “Topic 5” and then start working on the document “Project 5”.
Make sure to go over the slides – it is VERY important. If not, I will ask for it to be redone.
Business Communication Essentials
Eighth Edition
Topic 5
Business Reports
Copyright © 2019, 2016, 2014 Pearson Education, Inc. All Rights Reserved.
Copyright © 2019, 2016, 2014 Pearson Education, Inc. All Rights Reserved.
Categories of Typical Reports
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Analyzing the Situation
• Compose a Statement of Purpose (purpose statement)
– State Why You’re Preparing the Report
– State What You Plan to Deliver
• Prepare a Work Plan for the Project
– Identify Project-Related Tasks
– Establish a Timeline for the Project
• Declarative statement (problem):
– “Sales are decreasing at Company X.”
• Infinitive phrase (purpose):
– “To determine the causes of decreasing sales at Company X…”
• Question (interrogative) statement (purpose):
– “What are the causes of decreasing sales at Company X?”
11-4
State Problem and Purpose
Three types of factors:
• Subtopics cover important topic areas in informational and some analytical reports
• Hypotheses explore possible explanations or solutions in problem-solving situations
• Bases of comparison are used to evaluate alternatives using common criteria
11-5
Determine Factors and Purpose
Purpose statement:
To review operations of IBM from 01 January 2018 to 31 December
2018.
Subtopics:
1. Production
2. Sales and promotion
3. Financial status
4. Computer systems
5. Product development
6. Human resources
11-6
Sample Purpose and Subtopics
Purpose statement:
To find out why sales at the XYZ store have declined.
Hypotheses:
1. Activities of the competition have caused the decline
2. Changes in the economy of the area have caused
the decline
3. Merchandising deficiencies have caused the decline
4. Changes in the environment (population shifts,
political actions, etc.) have caused the decline
11-7
Sample Problem and Hypotheses
Purpose statement:
To determine whether Y Company’s new location
should be built in City A, City B, or City C.
Comparison bases:
1. Availability of skilled workers
2. Tax structure
3. Community attitude
4. Transportation facilities
5. Proximity to markets 11-8
Sample Problem and Comparison Bases
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Elements of a Report
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11-10
Report Classification Plan – Levels
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11-11
Report Classification Plan – Levels
L
O
N
G
R
E
P
O
R
T
S
1st level
Title
fly
Title
page
Transmittal
message
Table of
contents
Executive summary
The report
proper
2nd level Title
page
Transmittal
message
Table of
contents
Executive summary The report
proper
3rd level Title
page
Table of
contents
Combination:
Transmittal
message
+ Executive
summary
The report
proper
4th level Title
page
Combination:
Transmittal
message
+ Executive
summary
The report
proper
S
H
O
R
T
R
E
P
O
R
T
S
5th level Title
page
The report
proper
6th level Letter report
7th level Email or
memo report
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When Do You Need Visuals?
Visuals – a form of illustration,
not distraction!
Content must drive the need
to use graphics, not the urge
to fill space on the page
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The Limitations of PowerPoint
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Constructing Visuals
1. Size
2. Layout and Type
3. Rules and Borders
4. Color and Cross-Hatching
5. Clip Art
6. Background
7. Numbering
8. Construction and Placement of Titles
9. Footnotes and Acknowledgments
PROJECT 5: MEMO BUSINESS REPORT
Your written assignment is to produce a
memo business report
on the following case:
In the light of COVID 19, Dubai’s Deira City Center Mall wishes to become better, and wants to find out how. Management is open to reviewing general services, communication strategies, retail options, and/ or specific mall culture. They wish to ascertain specific areas of improvement. These can be within the same category or in separate categories.
❑ The memo should be around 3 pages (I suggest 2 pages text plus the tables/graphs [see below] and formatted as a memorandum. Your final suggestion should be for three specific improvements (please number them clearly in the memo).
❑ The memo should include at least three relevant tables or graphs in the report that is generated by you (not from another source).